How to import a calendar file into your Outlook custom folder

Prerequisites:

The following applies to Outlook 2003 although this method will work for Outlook
2007 as well. This method also assumes that you have Microsoft Excel installed.

It also assumes that you have created a custom calendar in Outlook.

Problem: If you import a calendar file (vcs or ical) into Outlook, by default
the items will be imported into your Outlook default calendar. But let’s assume
you have created a custom calendar (for this example we’ll call it Sports) and
you want to import the items into your custom Sports folder.

Solution 1:

Drag & Drop from your default calendar

You could import the items into your default calendar then drag and drop them
into your Sports folder. However this can get tedious when dealing with a large
number of items across many different dates.

Solution 2:

Import & Export via Excel

1. Create a new Outlook profile (Control Panel>Mail>Show Profiles>Add>create
your new profile and you can put in a real email address or just a fake one as
only the calendar will be used)

2: Change Outlook to prompt for a profile when starting up (Control
Panel>Mail>Show Profiles>Prompt for a profile to be used)

3. Start Outlook and when prompted, select the new profile that you created

4. Import the calendar file into Outlook (File>Import and Export>Import an
iCalendar or vCalendar (.vcs) file>browse to the calendar file you want to
import, highlight and click OK. Open the calendar and verify that all the items
were imported successfully.

5. Export the calendar file (File>Import and Export>Export to a file>Microsoft
Excel>Calendar>Give the file a name and make sure it’s saved as an Excel file
with the .xls file extension

6. A window will open that prompts you to select the date range to export. Make
sure the beginning and ending dates capture all the items that you want to
export

7. Close Outlook

8. Open Outlook and when prompted choose your original profile (NOT the new one
you just created)

9. Import the Excel file (File>Import and Export>Import from another program or
file>Microsoft Excel>browse to the Excel file you just created, highlight and
click OK. When you see “Select destination folder” select your Sports folder.

10. Click Finish and you’re done.

Optional:

Change Outlook to open your original profile automatically (Control
Panel>Mail>Show Profiles>Always use this profile>select your original profile
and click OK)

If desired, you can also delete the new profile you created as it’s no longer
required. (Control Panel>Mail>Show Profiles>highlight the new profile and click
Remove)

Brian Alaway Consulting

Tampa Computer Repair
Service and Support

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